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How to print a shift list for an opportunity?

Need a hard copy of your volunteer roster for an event? Use the Shift Coordinator Worksheet, a printable PDF designed for shift coordinators to use on event day. It shows event details, each shift, and a numbered list of volunteers with their status.

In this article:

  1. How to print the Shift Coordinator Worksheet
  2. What's included in the PDF
  3. Important notes

How to print the Shift Coordinator Worksheet

Step 1: Open the Event Details page

Navigate to the event under Opportunities in the admin dashboard.

Step 2: Go to the Shifts tab

On the Event Details page, click the Shifts tab.

Step 3: Print the worksheet

  1. Click the Actions button in the top right.
  2. Select Print Shift Coordinator Worksheet from the dropdown.
  3. The PDF file will download to your device, ready to print.

What's included in the PDF

The Shift Coordinator Worksheet is organized by date and includes:

  • Header: your organization name and logo, plus the date the PDF was generated.
  • Event information: event name, image, location, date, time, total number of shifts, and privacy level.
  • Each day grouped separately (for multi-day events), with a clear date header such as "Thursday, June 29".
  • Each shift within the day, showing:
    • Shift name and time.
    • Spots Taken count (for example, 2/4).
    • Reserved Spots count.
    • A numbered list of volunteers with name, email, hours logged, and status.

The status of each volunteer is shown next to their name, with possible values:

  • Pending: registration is awaiting confirmation.
  • Signed Up: the volunteer registered for the shift.
  • Reserved: the spot is reserved for a specific volunteer.
  • Checked In: the volunteer attended and was checked in.
  • No Showed: the volunteer registered but did not attend.


Note: See an example of our Shift Coordinator Sheet. 

Important notes

📝 Canceled volunteers are not included. Volunteers with a Canceled status (no spot taken) will not appear in the worksheet. The PDF only includes volunteers who have a spot taken.

📝 Reserved Spots show only the count of reserved spots. The names and details of who the spots are reserved for are not included. If you need that information, check the Shifts tab in the Event Details page directly.

📝 For analysis, use the CSV export instead. If you need to analyze data in a spreadsheet or send follow-up emails, use the Export CSV option from the same Actions menu. See How to export Event Volunteers

 

Questions? Email us at support@pointapp.org.